1. West Virginia Division of Tourism Matching Advertising Partnership Program UPDATE

2. MAPP PURPOSE The MAPProgram is a reimbursable partnership program that provides matching funds for innovative and effective direct advertising projects that increase visitation and tourism expenditures in West Virginia and impact the economic growth of the travel industry.

3. MAPP PURPOSE All dollars awarded are matched by tourism destinations and their partners, making the MAPProgram an investment in the future, not only by the state, but by every participating business investing its own dollars.

4. Who Can Apply? "Applicant" means a for profit or non- profit entity or organization located within the state that promotes tourism within the state and is also a destination. The term "applicant" may not include vendors that would be supplying services paid for out of grant funds, schools or camps. "Applicant" means a for profit or non- profit entity or organization located within the state that promotes tourism within the state and is also a destination. The term "applicant" may not include vendors that would be supplying services paid for out of grant funds, schools or camps.

5. Who Can Partner? "Partner" means an entity or organization located within the state making a financial contribution toward the applicant's match requirement for an application for grant funds for a collaborative marketing program with a central advertising message directing tourists to a destination being represented by the applicant. The term "partner" may not include vendors that would be supplying services paid for out of grant funds.

6. Who Can Partner? If an applicant to the MAPProgram is purchasing advertising from a media vendor for a project that will receive matching dollars from the MAPP fund – The media vendor’s logo or brand identity may not appear in the advertising.

7. Who Can Apply? Destinations include: Destinations include: A region or area located within the state containing three or more attractions. Attractions include:  Cultural or historic sites or events, fairs or festivals, museums;  Live performing art centers, sporting organizations or arenas, vineyards or wineries;  Scenic or natural areas such as show caves or caverns;

8. Who Can Apply? Attractions also include:  Theme or Amusement Parks;  Zoos, Aquariums or Wild Animal Parks;  Recreational Activities, including but not limited to whitewater rafting, skiing and snow activities, mountain biking, hunting and fishing.  Most attractions may also be destinations in themselves.

9. Who Can Apply? Destinations include: An independent activity located within the state – "Independent Activity" means an entity or organization which attracts a minimum of eighty-five percent (85%) of its visitors from outside the local market and is at least one of the following:  An entity or organization which provides recreational activities including, but not limited to, whitewater rafting, skiing and snow activities, mountain biking, hunting and fishing, bus tours, dinner cruises and sightseeing tours;

10. Who Can Apply? Independent Activities also include: Independent Activities also include:  A Resort;  A Destination Inn or Bed and Breakfast;  Destination Camping  An entity or organization offering vacation rentals  Destination shopping

11. Who Can Apply? "Resort" means a full-service lodging facility that is frequented for relaxation or recreational purposes and offers at least two amenities. "Amenity" includes spa services, golf courses, full-service restaurants, skiing or snow activities, tennis, horseback riding, hiking trails, boating or fishing.

12. Who Can Apply? "Destination Inn or Bed and Breakfast" means a lodging facility located within the state whose recognized reputation for service and amenities are the primary motivating factor for visitors to travel to the area where it is located.

13. Who Can Apply? “Destination Camping” means a full- service camping facility that is located within the state whose recognized reputation for service and activities are the primary motivating factor for visitors to travel to the area where it is located. Destination Campgrounds must have cabin/lodge room facilities in addition to a minimum of 65 campsites, including RV sites with full hook-ups.

14. Who Can Apply? Camp sites must be numbered and the destination must include water, shower house, restrooms and firewood. Visitor registration is required along with a campground host and night security. Destination Campgrounds must have an on-site restaurant or grocery/gift shop facilities and offer at least three recreational camping activities.

15. Who Can Apply? “Recreational Camping Activities” – Include hunting, fishing, boat rentals, boat launch ramp, swimming, horseback riding, ATV and/or hiking/biking trails, golf, miniature golf, and museums. Include hunting, fishing, boat rentals, boat launch ramp, swimming, horseback riding, ATV and/or hiking/biking trails, golf, miniature golf, and museums.

16. Who Can Apply? "Vacation Rental" means a lodging facility including chalets, cabins or condominiums. The term "vacation rental" may not include hotels or motels.

17. Three Categories of Awards  $10,000+ Large Applications  $7,500 Small Applications  $5,000 Fairs & Festivals

18. Three Categories of Awards $10,000+ Large Applications  Total Projects of $20,000 and up  Voted on by Tourism Commission  50/50 matching reimbursement  80% of ads must be outside local market

19. Three Categories of Awards Up to $7,500 Small Applications  Total Projects up to $10,000  Reviewed by Division of Tourism  75/25 matching reimbursement  80% of ads must be outside local market

20. Three Categories of Awards Up to $5,000 Fair and Festival Applications  Total Projects up to $10,000  Reviewed by Division of Tourism  50/50 matching reimbursement  May include local advertising

21. MAPP MEDIA  Newspapers  Magazines  Television  Radio  Internet Media  Billboards  Production Fees of (15% of above; $10,000 cap per media category – large applications)

22. MAPP MEDIA  Web Development/Design/Upgrades ($22,500 cap) – once per year, per applicant – applicant website only  Printing Costs - Direct Mail and Fulfillment literature requires 3 written bids before printing - to be presented at time of reimbursement  Mailing List cost for Direct Mail  Postage for Direct Mail (Standard Bulk Rate only)  Consumer and Trade Shows - registration fees only

23. LOGO STANDARDS All advertising utilizing MAPP funding is required to display the West Virginia, Wild and Wonderful brand identity in accordance with Logo Standards. All advertising utilizing MAPP funding is required to display the West Virginia, Wild and Wonderful brand identity in accordance with Logo Standards.

24. LOGO STANDARDS The West Virginia Tourism Commission has approved new logo standards for use in all MAPP advertising. You may find these standards at the following link: www.wvtourism.com/logousage www.wvtourism.com/logousage The new logo standards have been developed for added ease of use by industry and media, and are in effect for all MAPP awards approved after September 1, 2011.

25. LOGO STANDARDS For MAPP awards prior to September 1, 2011 all e- mail marketing including newsletters and articles, plus web sites and landing pages should incorporate the new standards effective immediately. Use of the new standards is encouraged for any remaining advertising included in MAPP awards prior to September 1. All MAPP advertising must be in compliance with the new logo standards no later than December 31, 2011. Tourism Industry members are encouraged to share this information and link with your ad designers and media sales representatives.

26. LOGO STANDARDS A new application of the WV logo:

27. LOGO STANDARDS For MAPP awards prior to September 1, 2011 all e- mail marketing including newsletters and articles, plus web sites and landing pages should incorporate the new standards effective immediately. Use of the new standards is encouraged for any remaining advertising included in MAPP awards prior to September 1. All MAPP advertising must be in compliance with the new logo standards no later than December 31, 2011. Tourism Industry members are encouraged to share this information and link with your ad designers and media sales representatives.

28. LOGO STANDARDS Go to: http://www.wvcommerce.org/travel/industryinfor mation/advertisingops/logo-usage- guide/default.aspx http://www.wvcommerce.org/travel/industryinfor mation/advertisingops/logo-usage- guide/default.aspx

29. LOGO STANDARDS REMEMBER: ALWAYS DOWNLOAD THE MOST RECENT VERSIONS OF THE WV LOGO WHEN DESIGNING OR REDESIGNING ADS: DOWNLOADS MAY BE FOUND AT: wvtourism.com click on Industry Info at bottom of page – Logo Standards Guide listed under Matching Advertising Partnership Program Scroll down on LOGO STANDARDS Page…..

30. LOGO STANDARDS Downloading new logos each time is very important Still receiving creative with logos that are no longer in use such as….

31. LOGO STANDARDS DesigningOr Re-sizing Make sure the logo appears in its entirety

32. LOGO STANDARDS Logo Standards. Important Reminder: The Tourism Commission has reviewed the Logo Standards and is issuing the following reminder – Any WV logo utilized in connection with MAPP funding that is below minimum standards for the size ad in which it is being used will be automatically denied for reimbursement unless prior approval is received from Anna Plantz and a Tourism Commissioner. All creative approvals requesting use of the logo below minimum size requirements must be approved in advance and include a copy of the ad, along with the Creative Approval Form. Please email requests to Anna Plantz..Creative Approval Form

34. LOGO Classified & Brochure Ads DesigningOrRe-sizing If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would cause the logo to overpower or consume a disproportionate amount of space while using the minimum 1.25" logo with in the ad, then "West Virginia Wild and Wonderful" must be typeset in bold on the bottom of the ad. Prior approval from the Division of Tourism is recommended.

35. LOGO Classified & Brochure Ads DesigningOrRe-sizing If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would cause the logo to overpower or consume a disproportionate amount of space while using the minimum 1.25" logo with in the ad, then "West Virginia Wild and Wonderful" must be typeset in bold on the bottom of the ad. Prior approval from the Division of Tourism is recommended. 1.8125” x 1.875”

36. LOGO Classified & Brochure Ads DesigningOrRe-sizing If the ad is a classified ad, a brochure ad, or if size restrictions of the ad would cause the logo to overpower or consume a disproportionate amount of space while using the minimum 1.25" logo with in the ad, then "West Virginia Wild and Wonderful" must be typeset in bold on the bottom of the ad. Prior approval from the Division of Tourism is recommended. 2.375” x 2.25”

37. LOGO Television Ads http://www.youtube.com/watch?v=HnUbphcrRuk

38. LOGO Internet Advertising For standard banner ads, including the Square (300x250), Skyscraper (160x600), and Leaderboard (728x90), the logo should always be used for optimum legibility and should never be less than 1.25" (1 1/4") = 90 pixels wide x 41 pixels high at 72 dpi without shadow.

39. LOGO Internet Advertising

41. LOGO STANDARDS In December, 2010 – The Tourism Commission reviewed web trends for the tourism industry and recommended that future applications seeking funding for web development must include development of a mobile version of the applicant’s website, if this component has not already been developed.

42. The logo must never appear smaller than 1/3 the width of the screen. Pocahontas County CVB’s Mobile Site

43. LOGO Radio DesigningOrRe-sizing Radio Script for Mountain Heritage Arts and Crafts Festival The logo must never appear smaller than 1/3 the width of the screen.

44. LOGO STANDARDS Vendor Usage Media Vendors who agree to display The Logo/Call- to-Action on special West Virginia tourism sections, pages, etc. in order to promote the state and facilitate compliance with the logo standards for tourism industry members utilizing the MAPProgram, may receive special authorization for logo usage with prior approval from the Division (Anna Plantz).

47. LOGO STANDARDS

48. MAPP UPDATE In keeping with the Legislative Auditor’s request that the Tourism Commission clearly follow Evaluation Criteria within the Legislative Rule in approving/denying MAPP applications… The MAPP Committee has begun the use of an Evaluation Criteria Scoring form with each $10,000+ application in their review of MAPP applications. This review will take place, as it currently does in accordance with the Legislative rule, which is after the review by the Division when applications are forwarded to the Commission. Forms will be completed by each MAPP Committee member for each application and used as a tool during the MAPP Committee meeting. The Evaluation Criteria is primarily based on questions contained in the application.

49. MAPP UPDATE For CVBs only – Destination Marketing Organization Form – Question #9 – requires CVB applicants to provide the following new information, when submitting MAPP applications: Does your organization have an office established on its own or in conjunction with another organization accessible to the public during normal business hours?

50. MAPP UPDATE TRACKING At their June meeting, Tourism Commission discussed the Legislative Auditor’s recommendation regarding the MAPProgram that, “the Commission establish clear and quantifiable criteria for reporting the outcome of advertising projects funded by the MAPProgram” and that “the Commission should consider denying funding to projects that do not provide clear, quantifiable data with clear methodology for measuring advertising effectiveness”.

51. MAPP UPDATE TRACKING In order to ensure that we are in compliance with the Legislative Auditor’s request that MAPP funds be tracked effectively - by the best method, the Tourism Commission requested that the subject of tracking be discussed with tourism industry associations at the July meeting of the Tourism Commission.

52. MAPP UPDATE Reviewed our Legislative Rule, which states… 8.3. Approved MAPP recipients shall provide to the Division final written evaluations, as determined by the Commission at the time of grant approval, of the advertising program supported by the grant. Go to: http://www.wvcommerce.org/travel/industryinformation/map p/default.aspx http://www.wvcommerce.org/travel/industryinformation/map p/default.aspx Look to the left and click on the MAPP Level/forms appropriate for you – then go to the Tracking and Evaluation form – this will take you to the initial site which will link you to the new summary.

53. MAPP UPDATE Reviewed our Legislative Rule, which states… 8.3. Approved MAPP recipients shall provide to the Division final written evaluations, as determined by the Commission at the time of grant approval, of the advertising program supported by the grant. Go to

54. Deadlines $10,000 + ONLY : $10,000 + ONLY : Applications must be received by the Division by 5 p.m. on the 1st of the following months for review on a quarterly basis at the Tourism Commission’s regularly scheduled meetings. DEADLINES ARE ADHERED TO STRICTLY -Applications that are late will be held over for the following applicable deadline/review meeting or sent back to the applicant:

55. Deadlines $10,000 + ONLY: Complete application to be received at Division of TourismReview January 1 March meeting April 1 June meeting July 1 September meeting October 1 December meeting

56. Deadlines $5,000 Fairs and Festivals AND Up to $7,500: Applications must be received by the Division at least 45 days in advance of the beginning project date. (Beginning project date must be set at a date before any billable work is done on your project.) ALL GRANT APPLICANTS : You must receive approval of your application before any expenses listed within the application may be incurred.

57. Deadlines MODIFICATIONS: If you need an extension, it MUST be at the Division before the ending project date. If you need an extension, it MUST be at the Division 30 days before the ending project date. If it is for moving media it MUST be in BEFORE the ending project date listed on the grant – Not the end of the 90 days.

58. Deadlines PLEASE NOTE: AWARDS MUST BE CLOSED OUT WITHIN OF THE ENDING PROJECT DATE OF THE GRANT. PLEASE NOTE: AWARDS MUST BE CLOSED OUT WITHIN 90 DAYS OF THE ENDING PROJECT DATE OF THE GRANT.

59. Contacts

60. Applications and Modifications: $10,000+ Applications and Director: Anna Plantz, 304-558-2200 ext. 325 Anna Plantz, 304-558-2200 ext. 325 Up to $7,500 and $5,000 Fair & Festival: Jane Godwin ext. 376 Jane Godwin ext. 376 MAPP assistance: Tonya Conley ext. 344 Contacts

61. 800-225-5982wvtourism.com West Virginia Division of Tourism

62. Matching Advertising Partnership Program Reimbursement

63. Reimbursement Legislative Rule states: 144.1.5.1 - Reimbursement from the grant is based on paid invoices submitted properly and in a timely manner to the Division

64. Reimbursement 1.Invoice 2.Proof of payment 3.Product

65. Invoice Require Itemized Invoice:  Invoice to applicant/agency  Dates of Service (ad run dates)  Description  Quantities (size, number of spots)  Total amount billed

66. Invoice  No payment from Statement  Dates must be within grant period  No reimbursement for “Previous Balance”

67. Invoice Exceptions  Some newspaper companies refer to their invoice as a Statement or Invoice/Statement  If it lists what was bought and dates purchased we consider it an invoice

74. Reimbursement Proof of Payment  Copy of signed check along with bank statement or, bank statement or,  Copy of bank cancelled check or,  Copy of Credit Card Statement listing item charged or, listing item charged or,  Debit transactions, need bank statement statement

75. Reimbursement Proof of Payment  Payments must be made to vendors prior to reimbursement submission  NO CHECK STUBS!  No P/O’s, Check requisitions, etc

79. Radio – Product  Script and signed Affidavit of Performance (AOP)

80. TV – Product  Script and signed Affidavit of Performance (AOP) and  DVD

81. Radio/TV  Number of spots approved should equal number of spots invoiced  Parent and media sister stations must be listed

82. Newspaper/ Magazine Product  Tear sheet for each day/month you are requesting reimbursement for with legible publication name and date.  Logo must be listed in bottom 1/3

83. Newspaper/ Magazine Product  Electronic Tear Sheets – applicant must include on each tear sheet the percentage by which the original publication has been reduced.

84. Billboards Product  Photograph showing WV logo and location  Location must be listed in grant!  Must have prior approval by Anna!

85. Internet Media Product  Printed copy screen shot that reflects the ad, web address and WV logo.  Need screen shot for each spot invoiced. invoiced.

87. Deadline  Grants must be closed out within 90 days of project’s ending date OR  Extension will be Required (must be submitted at least 30 days prior to ending project date)

88. Logo Standards  See Logo Standards at wvtourism.com  Applicants should make sure vendor is aware of WVDOT requirements and make payment contingent upon contract compliance.

94. Reimbursement: Connie Rosenbaum, 304.957.9322 Large Applicants ($10,000 or more) Large Applicants ($10,000 or more) Denise Allen, 304.957.9354 Small & Fair/Fest Applicants ($7,500 or Small & Fair/Fest Applicants ($7,500 or less) less) Contacts

95. Reimbursement: Les Smith, Director of Reimbursements 304.957.9314 Eric Ayersman, Internal Auditor 304.957.9386 304.957.9386 Contacts

96. 800-225-5982 wvtourism.com West Virginia Division of Tourism

97. REPORTINGREQUIREMENTSSB-4006 WV Code 12-4-14

98. Who must file a report?  Any person receiving one or more state grants in the amount of $50,000 or more in the aggregate in a state’s fiscal year (July 1 to June 30) Reporting Requirements

99. Person?  Includes any corporation, partnership, association, individual or other legal entity. Person does not include state spending unit or local government as defined in WV Code 6-9-1a. Reporting Requirements

100. What type of a report do I file?  Report means an engagement, such as an agreed-upon procedures engagement or other attestation engagement. Report does not mean a full-scope audit or review. Reporting Requirements

101. Who must prepare the report?  An independent CPA must perform and prepare the report to test whether the state grants were spent as intended. While Eric Ayersman, our internal auditor, is a very competent CPA, he is not an independent CPA in this case, due to his full time employment with the Division of Tourism. Reporting Requirements

102. What if I receive less than $50,000?  Any person receiving less than $50,000 shall file a Sworn Statement of Expenditures (SOE). This report is generally prepared by the applicant. Reporting Requirements

105. When is the report or SOE due?  Reports and SOE shall be filed within two years of the end of the person’s fiscal year in which the disbursements of the state funds by the grantor was made. Reporting Requirements

106. EXAMPLE: State FY 7/1/08 thru 6/30/08 Applicants FY 1/1/09 thru 12/31/09 Report Due: December 31, 2011 Reporting Requirements

107. Who receives the report or SOE?  Report and SOE is filed with the grantor. In this case the Division of Tourism. Reporting Requirements

108. What if there are findings?  Any report or SOE providing evidence of a reportable condition or violation, the grantor shall provide a copy of the report or SOE to the Legislative Auditor within thirty days of receipt by the grantor. Reporting Requirements

109. What if I fail to comply?  Any person failing to file a report or SOE within the required time period is barred from subsequently receiving state grants until the person has filed the required information. Reporting Requirements

110. What if I sort of “ fudge” or “wing it” on my SOE or report?  Any person who files a fraudulent SOE or report is guilty of a felony and, upon conviction thereof, shall be fined not less than $1,000 nor more than $5,000 or imprisoned in a state correctional facility for not less than 1 year or more than 5 years, or both fined and imprisoned. Reporting Requirements

111. REPORTINGREQUIREMENTSSB-4006 WV Code 12-4-14 Contact: Eric Ayersman, Internal Auditor 304.957.9386

112. 800-225-5982 wvtourism.com West Virginia Division of Tourism